I-2-6-42.Preparing Hearing Recordings, Recording Storage Envelopes, and Hearing Logs

Last Update: 9/2/05 (Transmittal I-2-64)

A. Before the Hearing

  1. Hearing Office (HO) staff should type or print the claimant's name, Social Security number, date of the hearing and HO code on a label and affix it to the hearing recording(s). If a compact disc (CD) is used to record the hearing, the HO staff should write the claimant's name, Social Security number, date of the hearing and HO code on the top of the CD using a permanent ink pen or marker.

  2. The top portion of the recording storage envelope should be completed for both analog and digitally recorded hearings (See I-2-6-44 – Recording Identifying Information on the Hearing Recording Storage Envelope; and I-2-6-95 - Sample - Front of Recording Storage Envelope.)

  3. When the hearing is digitally recorded using a CD, the hearing assistant should also enter the following into the automated recording system:

    • the claimant's name and social security number;

    • the name of the administrative law judge;

    • the date, time, and location of the hearing;

    • the type of hearing; and

    • the hearing office code.

B. During the Hearing

When analog recording is used, note on the hearing log sections of the recording storage envelope (See I-2-6-95, Sample - Front of Recording Storage Envelope and I-2-6-96 Sample - Back of Recording Storage Envelope.) at what point in the recording the following occur:

  • identification of case;

  • opening statement;

  • receipt of exhibits (note the exhibit numbers);

  • swearing or affirming, and examination of witnesses, along with the names of such witnesses and the identity of the person conducting the examination;

  • recesses (if any); and

  • closing of record.

C. After the Hearing

After the hearing, any CDs should be placed into a tabbed, plastic CD sleeve. The recording should be placed into a cassette/CD storage envelope. The recording storage envelope should be prong-filed on the left side of the paper claim folder.

NOTE:

Specific media handling procedures, how to contact the help desk for assistance, and how to resolve maintenance issues are on http://odar.ba.ssa.gov/resources/workload/e-disability/digital-recording/